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Administrative Assistant to the Dean

Posting Details

Position Information

Posting Number S000269
Position Title Administrative Assistant to the Dean
Department Academic Affairs
Division Academic Affairs
Supervisor Title Dean of the College /Executive Assistant to Provost & VPAA
Status Full Time Regular
Position Summary

Currently we have (1) one full-time position available to work in the School of Graduate and Professional Studies.

The position will be responsible to assist in the performance of administrative duties of the Dean, and perform all administrative support responsibilities in the execution of these duties.

Description of Key Responsibilities

1. Exercise leadership in supporting and implementing the goals and objectives of the Dean through administration and organizational functions. Prioritize responsibilities within a high-volume work area.

2. Manage the Dean’s calendar; schedule and arrange appointments and conferences; make travel arrangements and prepare itineraries; take, prepare, and distribute minutes at department/college/school meetings.

3. Maintain school/college files, including personnel, faculty evaluation, faculty governance, and course syllabi.

4. Prepare/initiate faculty contracts, correspondence, forms, requisitions and similar documents for the signature of the Dean.

5. Provide administrative support to Dean and Department Chairs with tasks associated with faculty searches, including conference registrations, candidate phone interviews, travel arrangements, campus interview itineraries, and process expense reports for faculty and candidates involved in the faculty search process.

6. Provide administrative support for external accreditation requirements.

7. Serve as a liaison between faculty in the College of Arts and Sciences and the Office of Marketing and Communication by sketching drafts of press releases and otherwise facilitating the connection of faculty members with external audiences that would benefit from their expertise.

8. Provide administrative support for faculty professional development activities including pro-term, conference attendance and travel, as well as summer grants administered by the Faculty Professional Development Committee; maintain files, distribute correspondence, collect forms and proposals, track expenses and stipends for both faculty and undergraduate student research assistants.

9. Assist with preparing and monitoring budgets within the school/college. Obtain pricing for departmental purchases, renew memberships and subscriptions, and prepare purchase orders and reimbursements for faculty and Dean reimbursements.

10. Confer with Dean and Department Chairs regarding staffing of courses; communicate to Registrar changes in course schedule including time and staffing changes; contact students regarding changes and cancellation of courses; input and proof data in Excel for annual academic course schedule for the Dean and departments.

11. Create/maintain school/college websites and other on-line forms of communications (e.g., social media sites) related to the departments and college/school.

12. Provide administrative assistance to departmental faculty who serve as Chairpersons of a standing committee or co-curricular group on campus.

13. Supervise assigned student worker(s) and participate in selection process; provide and/or ensure adequate training; schedule assigned work; monitor performance; and provide appropriate mentoring.

14. Oversee building needs and interact with custodial and maintenance staff to meet those needs; coordinate office moves; maintain copier, printers, and other small office machines; maintain adequate supply of office supplies; prepare monthly copy reports. Collect, sort, and distribute mail for the departmental faculty.

15. Complete required paperwork to set up new faculty with office space, computer, phone, email, voicemail, keys, and parking sticker. Orientate new faculty to building and campus; instruct new faculty how to use copier, printers, and other equipment.

16. Make arrangements for a variety of meetings. Reserve rooms and necessary supporting materials such as audio-visual equipment. Coordinate with maintenance, food service and other personnel, as appropriate.

17. Perform other duties and responsibilities, as needed, in support of the school/college in particular and the College in general.

Required Knowledge, Skills and Abilities

1. Ability to perform administrative and leadership functions with a high degree of professionalism.

2. Ability to communicate in the English language, both orally and in writing, with particular emphasis on the ability to produce documents that are attractively and professionally formatted and present proper spelling, grammatical usage and punctuation.

3. Knowledge of and ability to effectively use the most advanced version of word processing, spreadsheet and database software, administrative computing system and content management system software for webpage development and maintenance. This includes a willingness to explore new technological solutions to office needs and to anticipate new ways of supporting strategic goals.
4. Ability to continuously demonstrate outstanding interpersonal skills in dealing with faculty, staff, students and with others, both on the telephone and in person. Ability to work cooperatively with others.
5. Ability to manage multiple activities concurrently in a high-volume environment, to continually monitor their status and to prioritize activities so that deadlines are met and overall office effectiveness is maximized. These characteristics require an individual who is well-organized, detail oriented and flexible.
6. Knowledge of or the ability to quickly grasp and articulate the College’s mission, organization, operation, performance expectations, and culture. Ability and inclination to exercise discretion with regard to confidential information and to conform to all requirements regarding release of information, being mindful of sensitive information.

Distinguishing Characteristics

Assist in the performance of administrative support duties of the Dean with a high degree of independence and commitment to institutional mission and organizational objectives. Oversee, administer, and keep records for budgets, faculty evaluations, faculty governance, faculty appointments and contracts; prepare faculty contracts for Dean’s signature; gather data and prepare statistical reports; update appropriate web pages; manage Dean’s calendar; arrange meetings and assist Dean with arrangements for conference attendance. The position requires a commitment to the mission and objectives of North Central College and the Academic Affairs unit, integrity, maturity, energy, and the ability to interact successfully with multiple constituencies.

Education/Training

An associate’s degree or equivalent work experience is required. Bachelor’s degree preferred.

Experience

A minimum of two (2) years in an administrative support role required. Experience within an institution of higher education preferred.

Licenses or Certifications
Is This a Temporary Position? No
Employment Conditions

An offer of employment is contingent upon successful completion of the College’s background screening process.

Number of Vacancies 2

Posting Detail Information

EEO Statement

North Central College is an Equal Opportunity Employer committed to increasing the diversity of our workforce. NCC provides reasonable accommodation to applicants with disabilities where appropriate. If you need reasonable accommodation for any part of the application or hiring process, please notify the Office of Human Resources. Determinations for reasonable accommodation will be made on a case-by-case basis.

Close Date
Open Until Filled Yes
Special Instructions to Applicant
Additional Information

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter/Letter of Interest
Optional Documents